Benefits: Pre-registration for children for the year they hold this position. Exempt from being on a committee and the in-session work day. 

The Cooking Resident would be an annually appointed officer selected by the BOD. This position has no voting powers. 

The Cooking Lead shall be responsible for coordinating and supporting all aspects of the cooking program at Suzume no Gakko, including volunteer engagement, communication with teachers, and scheduling of cooking sessions. Organization, attention to detail, and clear communication are essential in this role. The Cooking Lead:

Administrative Responsibilities

• Gathers and maintains information on Baachan and Jichan volunteers, including:

  • Names of Baachans/Jichans interested in volunteering

  • Names and grade levels of their grandchildren

  • Email addresses for communication and scheduling

  Maintains a spreadsheet of Baachan/Jichan contact information and volunteer interest details.

• Notifies Baachans and Jichans upon receiving their interest in volunteering, including location of sessions, dates, and parking information.

• Communicates with teachers to gather:

• Selected recipes for each cooking session (2–3 activities per teacher. Lesson plans, typically requested in May.

• Based on gathered lesson plans, coordinate with Purchasing to ensure all required materials are purchased for session

• Develops a master cooking calendar based on selected dates (drafted between May–July).

• Sends the finalized master cooking calendar to teachers and directors for review and confirmation.

• Emails Baachans and Jichans to select their preferred volunteer date(s).

• Confirms volunteer date selections via email and maintains an updated volunteer schedule.

• Sends reminder emails to Baachans and Jichans the day before their scheduled volunteer session.

• On Move In day, reviews all materials purchased by the Purchasing Committee and confirms everything has arrived. If items are missing - coordinate with Purchasing to order the rest.

Session Responsibilities

• Print and post the master Lesson Plan/Schedule for cooking lessons

• Welcome the volunteers to Suzume each day and make sure each volunteer is aware of the day’s schedule.

• Introduces each cooking lesson to volunteers and students at the beginning of the lesson.

• Supports a welcoming and organized cooking environment for both students and volunteers.

• Ensures each lesson follows the planned recipe and learning objectives in coordination with teachers.

The Cooking Lead must be available during the pre-session planning period (typically May–July) to coordinate communications and scheduling, and during the school session to facilitate cooking activities and volunteer engagement. This role requires presence at Suzume on a daily basis, at a minimum to organize the day and ensure lesson plans and materials are ready. If the cooking lead cannot be present on a given day they will need to ensure that there is someone else to manage the daily organization and introduction of lessons.

Benefits: Pre-registration for children for the year they hold this position. Exempt from being on a committee and the in-session work day. 

The Registrar is an annually appointed officer selected by the BOD. This position has no voting powers.

The Registrar shall be responsible for collecting, organizing, and maintaining all required documentation for Suzume no Gakko, ensuring compliance with internal policies and external legal requirements. Attention to detail, organization, and confidentiality are critical in this role. The Registrar:

• Maintains and securely stores all required documentation, including:

• Driver authorization forms

• Proof of insurance for all drivers

• AB 506 compliance documents (e.g., background checks, mandated reporter training certificates)

• Any additional forms required for participation by families, volunteers, or staff

• Along with the Secretary the Registrar will be designated as Custodian of Records. The registrar will need to be approved and fill out the Custodian of Records application form. 

• Tracks and monitors submission status and expiration dates for all time-sensitive documents; follows up as needed.

• Coordinates with the secretary to ensure all required documents are collected and verified prior to the start of the session.

• Works closely with the Vice President and Chief Financial Officer to ensure SNG’s insurance and safety compliance obligations are met.

• Maintains a secure and well-organized digital filing system (e.g., Google Drive) for all documentation.

• Protects the confidentiality of sensitive information in accordance with SNG policies and applicable privacy laws.

• Assists with document collection and verification during registration and orientation events.

• Must be available during the pre-session registration period and as needed during the school session to collect and organize documents.

Benefits: Pre-registration for children for the year they hold this position.

The 50th Anniversary Historian is an Appointed Officer selected by the BOD. This position has no voting powers.

The 50th Anniversary Historian shall be responsible for creating a slideshow to be presented at  the 50th Anniversary Celebration. Attention to detail, organization, and previous experience with photo slideshows are critical in this role. Responsibilities include:

• Sorting through photos from 50 sessions of Suzume no Gakko to determine which pictures end up in the slideshow

• Digitizing any hard copy photos that are not already part of a Google drive

• Creating a slideshow that is 20+ minutes in length with accompanying music

• Provide 50th Anniversary Co-Chairs a monthly update on the slideshow status

• Working with Venue Tech to ensure slideshow format is compatible (sound, playback, resolution)

• Final tech rehearsal the week of the event

The 50th Anniversary Registrar is an Appointed Officer selected by the BOD. This position has no voting powers.

The 50th Anniversary Registrar shall be responsible for organizing and leading the committee around all ticket sales and sponsorships. This includes determining responsibilities amongst the committee, managing the ticketing platform, and collecting, organizing, and maintaining all data and documentation for ticket sales and sponsorships for Suzume no Gakko’s 50th Anniversary Celebration. You will also need to be in charge of the check in process at the event itself. Attention to detail, organization, and confidentiality are critical in this role. Responsibilities include:

• Determining the best platform to use for ticket and sponsorship sales

• Managing guest lists, special accommodations, and VIP invites

• Maintain up to date records of sales status to report to 50th Anniversary Co-Chairs on a weekly basis

• Managing refunds, cancellations, and changes.

• Tracking sponsorship tiers and benefits delivered

• Coordinating check-in process and staffing

• Send Thank You letters to guests following the event with Suzume’s tax ID and total dollars spent

Benefits: Pre-registration for children for the year they hold this position.

The 50th Anniversary Auction and Fundraising Chair is an Appointed Officer selected by the BOD. This position has no voting powers.

The 50th Anniversary Auction and Fundraising Chair shall be responsible for putting on an auction at the 50th Anniversary Celebration to raise funds for Suzume no Gakko. In addition to the Auction, this role will also be responsible for fundraising for the event itself. Attention to detail, organization, and the ability to lead a team are critical in this role. Responsibilities include:

• Work with 50th Anniversary Co-Chairs to determine what the fundraising goals will be.

• Come up with a simple and realistic plan to help us reach our goals for the event. 

• Selecting auction format: silent, live, hybrid, mobile app?

• Coordinating marketing of auction items ahead of time (social posts, preview catalog, program booklet)

• Managing a committee of volunteers to work on fundraising and auction efforts. This includes assigning the volunteers a role and ensuring they are completing the tasks assigned to them by the deadlines provided.

• Reaching out to various companies to solicit donations for auction items

• Organizing the items into fully formed baskets or items for auction

• Organizing the auction itself including how items will be displayed, bid on and keeping track of auction winners.

• Work closely with the 50th Anniversary Registrar to provide the necessary information for Thank You letters. 

• Managing financial reconciliation with Treasurer after the event

• Organizing pickup logistics for winners after the event